Privacy Policy - Tokyngton Storage

This Privacy Policy explains how Tokyngton Storage collects, uses, shares, stores, and protects personal data in connection with its storage services. It applies to all Tokyngton Storage customers in area, including prospective customers, current customers, and individuals who interact with us in relation to storage services, billing, access, security, and account management. We are committed to processing personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018, where applicable.

1. Data We Collect

Tokyngton Storage collects only the personal data that is necessary for business, legal, and security purposes. The categories of data we may collect include:

Identity data: name, title, and similar identifiers.
Contact data: address, email address, and telephone number.
Account and contract data: customer reference details, storage unit information, agreements, and service preferences.
Payment data: billing records, payment status, and transaction details. Payment card data may be processed by approved payment providers rather than stored directly by us.
Access and security data: entry logs, CCTV recordings, key or access control information, and incident reports where relevant.
Communications data: records of correspondence, enquiries, complaints, notices, and customer service interactions.
Technical data: limited device or system information collected when using digital tools related to our services, such as IP address or browser information, where applicable.

We may also receive personal data from third parties where necessary, such as payment processors, identity verification services, insurers, law enforcement, or property agents acting on a customer’s behalf. We do not seek to collect special category data unless it is required for a specific legal, security, or insurance-related purpose and we have an appropriate lawful basis to do so.

2. How We Use Personal Data

We use personal data for the following purposes:

to provide and manage storage services;
to set up and administer customer accounts;
to process payments, invoices, and refunds;
to verify identity and prevent fraud;
to control access to facilities and maintain security;
to monitor premises and respond to incidents;
to communicate with customers about their account, service changes, or legal notices;
to handle disputes, complaints, and claims;
to comply with legal and regulatory obligations;
to improve our operations, systems, and customer experience;
to establish, exercise, or defend legal rights.

We will only use personal data in ways that are compatible with the purposes for which it was collected, unless we have a lawful basis to use it for another purpose.

3. Lawful Basis for Processing

Tokyngton Storage processes personal data under one or more lawful bases recognised by the GDPR. These may include:

Contract

We process personal data where it is necessary to enter into or perform a contract with you, such as managing your storage agreement, invoicing, access arrangements, and account administration.

Legal Obligation

We process personal data where required to comply with law, including tax obligations, record-keeping, fraud prevention, security requirements, and responding to lawful requests from authorities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests or those of a third party, provided those interests are not overridden by your rights and freedoms. Our legitimate interests include protecting property, maintaining site security, preventing misuse of services, managing business operations, and improving service quality.

Consent

In limited situations, we may rely on your consent, such as for certain optional communications or where required by law. Where processing is based on consent, you have the right to withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

Vital Interests and Public Interest

These bases are used only where necessary and appropriate, for example in emergencies or where required by law or public authorities.

4. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, insurance, and reporting requirements. Retention periods vary depending on the nature of the data and the purpose of processing.

In general:

customer account and contract records are retained for the duration of the service relationship and for a further period after it ends;
payment and tax records are kept for the period required by law;
security records, including access logs and CCTV, are kept for a limited period unless needed for an investigation, claim, or legal process;
complaints, correspondence, and dispute records are retained as needed to resolve issues and defend legal claims.

When data is no longer needed, it is securely deleted, anonymised, or otherwise disposed of in accordance with our retention procedures.

5. Processors and Sharing of Data

Tokyngton Storage may share personal data with trusted processors and other recipients only when necessary and subject to appropriate safeguards. Processors act on our instructions and are not permitted to use personal data for their own independent purposes. Categories of processors may include:

IT and cloud service providers;
payment processing providers;
customer management and accounting service providers;
security and surveillance service providers;
maintenance and facilities contractors;
legal, insurance, and professional advisers;
identity verification and fraud prevention providers.

We may also disclose personal data to courts, regulators, law enforcement agencies, insurers, or other third parties where required by law, necessary to protect our rights, or needed to protect the safety and security of our premises, customers, or staff.

Where a processor or third party is located outside the United Kingdom or European Economic Area, appropriate safeguards will be used to protect personal data in line with applicable data protection law.

6. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, alteration, or disclosure. These measures may include access restrictions, staff confidentiality obligations, secure storage, system monitoring, and regular review of security controls. While no system can be guaranteed completely secure, we take data protection seriously and continually seek to improve our safeguards.

7. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

Right of access: to obtain confirmation of whether we process your personal data and receive a copy of it.
Right to rectification: to request correction of inaccurate or incomplete personal data.
Right to erasure: to request deletion of personal data in certain circumstances.
Right to restriction: to request that we limit processing in certain situations.
Right to object: to object to processing based on legitimate interests or direct marketing.
Right to data portability: to receive certain data in a structured, commonly used, machine-readable format, where applicable.
Right to withdraw consent: where processing relies on consent, you may withdraw it at any time.

You may also have rights relating to automated decision-making, although Tokyngton Storage does not routinely make decisions based solely on automated processing that produce legal or similarly significant effects.

To exercise your rights, you should provide sufficient information to enable us to identify you and respond appropriately. We may need to verify your identity before fulfilling a request. Some rights may be limited where necessary to comply with legal obligations or to protect the rights of others.

8. Children’s Data

Tokyngton Storage services are intended for adult customers and business users. We do not knowingly collect personal data from children except where it is necessary and lawful, such as in emergency contact or legal situations.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. The most current version will apply to all Tokyngton Storage customers in area from the date it becomes effective. Where changes are significant, we will take reasonable steps to make customers aware of them.

By using Tokyngton Storage services, you acknowledge that your personal data may be processed as described in this Privacy Policy, subject to your rights under applicable data protection law.